Privacy notice for Consultation

What do we use the information for?

The consultation team collects, processes and holds your personal information in order to provide our services effectively.

• To carry out consultations either on behalf of East Riding of Yorkshire Council or on behalf of third parties.
• To gather customer’s views and feedback on council strategy and services. 
• To understand the residents of the East Riding and their needs, using aggregated data.

We also use information to improve our services so that they are more appropriate to people’s requirements.  We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously. 

Please note, any personal data supplied will only be used for the purpose/s outlined in the relevant consultation or survey.

What information do we hold and use?

We collect and process the following information:

• Personal information (including full name, full residential address)
  
• Location data (including postcode and telephone number)
• Contact details (such as email address)
• Characteristics (such as sex, disability).

On what grounds do we use this information?

We process personal data for the following reasons:

• GDPR Article 6(1)(a) – the data subject has given consent to the processing of his or her personal data for one or more specific purposes
• GDPR Article 6(1)(c) - processing is necessary for compliance with a legal obligation to which the controller is subject
• GDPR Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

• GDPR Article 9(2)(h) - processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems
• GDPR Article 9(2)(i) - processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices, on the basis of Union or Member State law which provides for suitable and specific measures to safeguard the rights and freedoms of the data subject, in particular professional secrecy.

The consultation team do not always hold personal information in their own right.  The legal basis for processing will be whatever the legal basis is for the service holding the information. 

How do we collect this information?

We may collect information in the following ways: 

• Paper, electronic or online forms
• Email 
• Telephone 
• Face to face. 

Who do we share your information with?

We may disclose your information with others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including the NHS, social care, the police and other local authorities. However, in doing so, we would remove any personal identifiers and information. 

The reasons why we may share your data are as follows:

• To support our duties under the Equality Act 2010 to improve health and wellbeing
• To monitor and improve our performance and delivery of services
• Where otherwise permitted under the General Data Protection legislation.

The council uses SmartSurveys software to create and administer the majority of its surveys. Survey responses are managed through Snap Webhost, a fully secure online and mobile survey management system. Please visit the SmartSurveys privacy policy for more information.

SmartSurvey - Privacy Policy & Notice (external website)

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent. 

How long do we store information and is it secure?

The consultation team has retention schedules in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law.  Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in providing services to you.

For information on how long your information will be held, visit the retention page. 

What rights do you have? 

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have outlined on the data protection rights page. 

In most cases, people who have been involved with the consultation team will have the following rights:

• The right of access – you are entitled to see the information we hold about you 
  
• The right to rectification – we will amend the information accordingly, if any of the information we hold about you is incorrect
  
• The right to restrict processing – you may wish us to limit how we use your data 
  
• The right to object– in addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions
  
• The right to erasure / right to be forgotten  – in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. 

To exercise any of your above rights, please visit the data protection rights page for more information.

Where can I find more information?

If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner’s Office (ICO). The ICO is the UK's independent authority set up to uphold information rights in the public interest and they handle concerns regarding organisations information rights practices.

Information Commissioner's Office (external website) 

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 10 December 2020.